2009-19MuniScan Quotation Sheet
SCOPE OF SERVICES AND PROJECT PRICING
The Client will furnish MCCi for its use in preparing the document imaging project all hardcopy /electronic
documents to be converted.
Project I - MuniScan -Conversion of Documents up to 24"x36" in size $5,820.00
Excess Images @ $1.50
PROJECT SCOPE -All estimates are based on information provided by the client
• General Description
Department: Planning and Zoning
Document Types: Large format plans
Document Count: 123 individual documents
Image Count: 3700 images
Images Per Document: 30
+ Document Preparation:
Current Storage Method
Condition of documents:
• Image Processing
DPI & Color:
Indexing Requirements
• Image Output
Media:
Output & Content:
Material Handling
Shipping Logistics:
Shipping & Delivery Terms
Plans are in individual rolls
Good condition
300 DPI, Black & White
Up to 2 Fields (Document name counts as an index Name of document
and 1 index field will be the address)
DVD
Laserfiche Briefcase
MCCi Pickup
Up to 1 shipment
FUTURE UPDATES
Price per page
Pick Up & Delivery
*Minimum $75 per trip, available in select areas only.
See Exhibit A
$15 per box
PAYMENT & BILLING TERMS
MCCi will invoice project on a monthly schedule, based on deliverables (via Electronic media or the Internet).
Payment is due upon receipt of an invoice.
MCCI, a Limited Liability Company and subsidiary of MUNICIPAL CODE CORPORATION, which is duly organized and existing under the laws of the
State of Florida, hereinafter referred to as MCCI, hereby offers the Laserfiche Software & Services to the City of CLERMONT, FL, a corporation duly
organized and existing under state law, hereinafter referred to as the Client, according to the following terms and conditions.
MCCI DOCUMENT SERVICES - MUNISCAN
MCCI will scan documents using an interface that provides a wide variety of image output formats to allow for easy integration into your current
records management system. These image formats include TIFF,IPEG, PDF, Laserfiche, etc. MCCI utilizes slip-sheets to determine document
breaks and indexing information. The slip-sheet is created by MCCI to accommodate your organization's indexing needs.
Once MCCI has received documents for scanning, the following process will occur according to the terms laid out in MCCi's pricing proposal and
may vary according to services selected.
PRE-SCANNING CONSULTATION. APre-Scanning Consultation will be scheduled via a telephone conference after receipt of signed contract. This
consultation is designed to go over the following: the signed contract and terms, folder structure, current searching methods, document naming
scheme, slip-sheet customization, document preparation requirements, and document shipment and/or pick up.
DOCUMENT PREPARATION. The process of document preparation begins with removing any materials that may prohibit the document from being
fed through the scanner (i.e. Removal of documents from file folders, Removal of staples, paperclips, tape, clips, etc) and is described as Document
Preparation. Upon completion of scanning, MCCI will organize the documents into their original order as received from the Client. Documents
attached together by devices, such as staples and paper clips, will not be reattached. Documents filed in folders, will not be re-inserted into those
folders if MCCI uses separator sheets (all files and folders will still be kept in order). The process of reattaching devices and/or re-inserting files
into folders is described as Document Re-Preparation and offered in addition to Document Preparation only if specified in the project scope.
DOCUMENT ORGANIZATION & INDEXING. Based on the scope of the project and outcome of your Pre-Scanning Consultation, MCCI will organize
and index your documents. This will enable them to be searched and organized by three different methods. The first method includes organizing
your documents in a tree-like folder structure, similar to Windows Explorer. This provides a visual method to store and locate your documents.
The second method involves the use of electronic template cards. These templates contain unique information pertaining to that particular
document. Once a template layout has been agreed upon, no changes can be made once the job has already been started. The third method
includes running a process called optical character recognition (OCR), allowing for full-text indexing and searching capabilities. The OCR process
converts printed words into alphanumeric characters dependent upon font and paper quality. This enables each occurrence of an OCR'd word to
be searched and retrieved. Microfilm, Maps, and Handwritten documents will be searchable by keyword index only (via template card).
DOCUMENT QUALITY CONTROL. MCCI performs a thorough quality control process after the job has been completed. Each scanned image is
inspected for quality, legibility, and accuracy. Steps are taken to ensure each document has been captured, the quality of the scanned image is
comparable to the original, and all manual indexing errors have been corrected. MCCI cannot be accountable for records not reflected in original
inventory report as provided by Client. MCCI will correct only those discrepancies reported within 90 days after delivery of hard copy materials.
END USER TRAINING & SUPPORT. MCCI will provide instructor-led training via the web, if selected in MCCi's pricing proposal. Training will involve
demonstrating how to access and search the client's records. MCCI provides technical support with issues regarding the usage of the CD/DVD/Web
via the Telephone, Web, and/or Email. All questions submitted will be addressed no later than the next business day.
DOCUMENT STORAGE. MCCi's facilities contain secure rooms for hardcopy "work in progress" document storage that are designed to prevent
damage from natural disasters. MCCI will arrange for the return of hardcopy documents to the client after completion of scanning. If documents
reside at MCCI facilities for a period longer than 90 days after a request for delivery has been made, storage charges will apply. MCCI is not
responsible for maintaining permanent archive and accepts no responsibility to loss of electronic data.
FUTURE UPDATES. The Client can provide MCCI additional documents after completion of initial project. The updates can be on a schedule, or as
desired by the Client. The Client shall forward to MCCI copies of the final documents via a-mail, certified mail carrier, or through the MCCI pick up
and delivery service (offered in select states only). At each update, the Client may elect to purchase an updated version of their records on
electronic media. Costs will be based on the attached pricing schedule (Exhibit A), or the then current pricing schedule. All copies will be disposed
of within 60 days upon completion of work. Original documents will be returned to the Client.
ENTERPRISE WIDE SCANNING SERVICES. In accordance with the terms and conditions as laid out here within, MCCI can provide any department in
the organization with scanning services for documents other than those described in Section I of the pricing proposal. Costs will be based on the
attached pricing schedule (Exhibit A). MCCI will consult with each department interested in beginning their own MuniScan project to determine
individual scanning and indexing needs. For further information and instruction regarding this service please contact our Service Bureau Manager.
MICROFILM & FICHE CONVERSION SERVICES. MCCI offers electronic conversion services for microfilm, microfiche, and aperture cards. The Client
will provide MCCI with data to be converted to electronic format. MCCI will extract the images contained on the film/fiche and migrate them to
Laserfiche or to another industry standard format as requested by the Client. The images will be captured based upon the reduction ratio and
threshold between the beginning and ending of new images on the original film. MCCI is not responsible for the accuracy of existing image quality,
such as black borders, skewed images, blurring images, non-legible images, or other errors that are not controllable by MCCI. Unless otherwise
specified in the project scope, MCCI will index by the roll/card number or unique identifier.
LASERFICHE PLUS CD/DVD AND MINIMUM HARDWARE REQUIREMENTS. MCCI will integrate the documents with the LaserFiche Software to
provide the Client with the most powerful index retrieval search engine available with the following features: intuitive browse window, index cards,
and full text word search. MCCI will provide the Client with the appropriate media (CD, DVD, Laserfiche briefcase, or exported volume) containing
all documents scanned and integrated with Laserfiche. The Laserfiche version 7 software requires the use of Windows 2000 or higher or Windows
XP to access the CD/DVD.
ONLINE DOCUMENT HOSTING. This is an optional service. MCCI will post the documents to the web for a minimal annual fee at
www.mccinnovations.com via our Online Library, powered by LaserFiche WebLink. Document storage cost is determined upon actual image count.
All documents on the site are integrated with a search engine, and updates are incorporated as the database is amended. MCCI will provide a link
to the clients information, which can then be linked to a website if desired.
PROJECT TIMELINE. MCCI will complete and deliver the project within 90 days after receipt of documents. Should MCCI require additional time,
the Client will be notified immediately. The delivery for routine updates to the database will be within 30 days.
DOCUMENT TRANSPORTATION. The client is required to package all materials per MCCi's instruction prior to delivery of materials to MCCI
facilities. If the client chooses to utilize MCCi's pick up and delivery service (offered in select states), pricing is based on picking up the entire
project described in the scope of services in one shipment. If additional trips are required due to the Client not having all the documents ready for
pickup, additional charges will be applied. If the client chooses to ship via a certified carrier, the client incurs all shipping costs.
PRICING. Charges apply on a per project basis and are dependent upon size and volume of documents. MCCI requires having the entire project in
bulk, rather than in small quantities. Breaking the project into smaller quantities will affect the volume pricing, and additional charges per image
may apply. A sample may be required prior to confirming large volume job pricing.
UNANTICIPATED DOCUMENT TYPES & SIZES. The prices quoted are made with the expectation that customer will properly prepare and annotate
materials for scanning bureau use and that documents are consistent with the description provided in the scope of services. If documents are not
as initially represented, additional charges will apply according to Exhibit A. MCCI will call for authorization to proceed with the project.
LASERFICHE SYSTEM CUSTOMERS. Due to requirements by Laserfiche systems regarding the importing of images and indexing information, it is
highly recommended that Clients who already have a Laserfiche system have their documents scanned using only Laserfiche software. This will
ensure that all associated indexing information will be properly retained after the importing of images into the Laserfiche system. MCCI has
knowledge of the software versions, indexing requirements, and compatibility issues for each of our Laserfiche system clients. For these reasons,
MCCI should be considered as a Sole Source provider for scanning services.
MCCI CERTIFIED PARTNERS. MCCI maintains MuniScan partnerships for the purpose of additional capacity and flexibility in meeting client
expectations. In the event MuniScan partners are used for a project, the management and support of the project is handled directly by MCCI.
AGREEMENT EXTENDED TO OTHER GOVERNMENTAL UNITS. MCCI agrees to allow any other Government agency to purchase items at the same
terms, conditions and pricing as this contract during the period of time that this contract is in effect. Minor changes in terms and conditions may be
negotiated by MCCI and participating Government agencies. Any orders issued against this agreement shall be the sole responsibility of the
Government agency placing the order. It is understood that the Client shall incur no financial responsibility in connection with any purchase by
another Government agency.
TERMINATION. The services provided in this agreement will be in full force and effect for a period of three (3) years from the date of shipment of
the completed product to the organization. Thereafter, this agreement will be automatically renewed from year to year, provided that either party
may alter or cancel the terms of this agreement upon sixty (60) days' written notice.
LIMITED LIABILITY. In no event shall MCCi's total liability to the client exceed the project fees paid to MCCI by the client.
PAYMENT & BILLING TERMS. MCCI will invoice project on a monthly schedule, based on deliverables (via Electronic media or the Internet).
Payment is due upon receipt of an invoice.
Exhibit A - MCCi MuniScan Pricing
Regular 5ir.~ Images
u tD 11"x1.7"
u aty
00 DPI ~cann
oc Pre
oc'
. ~Qfar iY»ag _ , in
addltlonalto
base scanning
cost?
Per Image < 500 $1.000 $0.230 $0.287 $0.010 $0.30
Per Image < 1000 $0.750 $0.200 $0.250 $0.010 $0.30
Per Image < 2000 $0.350 $0.150 $0.187 $0.010 $0.30
Per Image < 5000 $0.170 $0.090 $0.112 $0.010 $0.30
Per Image < 10,000 $0.140 $0.080 $0.100 $0.010 $0.30
Per Image < 25,000 $0.105 $0.070 $0.087 $0.010 $0.30
Per Image < 50,000 $0.098 $0.060 $0.075 $0.010 $0.30
Per Image > 50,000 Please call for quote
indexi g
indexesTptaf
Rate Microfilm
Indexing Indexes
Total
Rate
Per Index Field < 500 $0.400 Per Index Field < 300 $0.750
Per Index Field < 1,000 $0.350 Per Index Field < 1,000 $0.350
Per Index Field < 2,500 $0.280 Per Index Field < 2,500 $0.280
Per Index Field < 5,000 $0.260 Per Index Field < 5,000 $0.260
Per Index Field < 10,000 $0.210 Per Index Field < 10,000 $0.210
Per Index Field < 15,000 $0.180 Per Index Field < 15,000 $0.180
Per Index Field < 25,000 $0.168 Per Index Field < 25,000 $0.168
Per Index Field < 50,000 $0.132 Per Index Field < 50,000 $0.132
Per Index Field > 50,000 Please call for quote per Index Field > 50,000 Please call for quote
tD/DVp media Quantity Burn" Rate Ship
Less Than 10 $50.00 $5.00
More Than 50 $10.00 $3.00
Bound ~opfc Scanning upto
11" x 17"
Quatttlty
5,~r~tln Rate , Image Clean up
DOc Pr
Total
Per Image < 1,000 $1.500 $0.350 $0.200 $2.050
Per Image < 2,500 $1.250 $0.325 $0.180 $1.755
Per Image < 5,000 $1.000 $0.300 $0.160 $1.460
Per Image < 7,500 $0.950 $0.275 $0.140 $1.365
Per Image < 10,000 $0.900 $0.250 $0.120 $1.270
Per Image > 10,000 Please call for quote
Large Fo~mat5canning antlty Scanni Rate Heavy Ooc Prep MediurrtDoc Prep
Per Image < 600 $2.00 $0.350 $0.200
Per Image < 1,000 $1.85 $0.500 $0.200
Per Image < 5,000 $1.70 $0.500 $0.200
Per Image < 11,000 $1.55 $0.450 $0.200
Per Image < 25,000 $1.40 $0.400 $0.200
Per Image < 50,000 $1.25 $0.400 $0.150
Per Image > 50,000 Please call for quote
--
Micro m Scanning
Quantity
3 mm Scanning
Rafe
16mm Scarming Rate
Per Image < 6,000 $0.110 $0.120
Per Image < 12,000 $0.100 $0.100
Per Image < 24,000 $0.090 $0.090
Per Image < 48,000 $0.080 $0.080
Per Image > 48,000 $0.070 $0.075
**Pricing is subject to change -please
call to receive the most recent pricing
matrix
The terms of this agreement shall remain in force and effect for a period of ninety (90) days from the date
appearing below, unless accepted by the Client.
Submitted by:
Date:
By:
MCCi, a Limited Liability Company
August 25, 2009
(Signature)
(Printed Name & Title)
Witness:
(Signature)
Noted Items Accepted by: CITY OF CLERMONT, FL
Date: p /~-- Y/U 7
By:
(Signature)
4? ~-' ~ ~' CI C~ ~~ ~~
(Printed N e & itle)
Witness: ~/ '! ~r ~ ;~ ~~--7/C..~
~- ~ (Signature)
{Printed Name & Title)
i ) ~/